FAQ

The following explanations are an attempt to present some of the recurring terms and their relationship to each other in a more general way and thus make them easier to understand. Where necessary, exactness has been omitted for the sake of clarity. 

Mailbox, Mail server, Mail account

A mailbox is a physical area on a computer that is set up to receive/send mails from the network and to manage them separately according to mailbox owners. Not every computer can do this automatically; a computer is only a "mail server" if the system service for receiving/sending mail is started on the computer. The mailboxes are located in a special area which is administered by this system service. Even the user usually cannot access "his" mailbox directly as with other files, but only with the help of special programmes. This is why people like to use the term mailbox - not only because it is the direct translation of mailbox, but also because it reflects this restriction and the coupling to the system service Mail so nicely.

The mail server, in turn, needs a unique name/identifier for each mailbox that identifies the owner, and a corresponding password so that a mailbox is only accessible to the correct owner. By default, the mail server uses the user identifiers as identifiers for mailboxes, which are provided anyway so that users can identify themselves to the computer in order to work on the computer (calculate, save, programme). These user identifiers are often referred to by terms such as account, user number or login name. A mail account is therefore a user ID on a mail server that allows access to a mailbox.

What you can actually do with a user ID on a mail server beyond using a mailbox depends on how open or closed the mail server is configured. For example, on the UniMail computer you cannot log in to the normal computer environment with the account, but can only use the mail functions via defined interfaces (applications such as the webmailer and special protocols for mail retrieval/sending). Other mail servers, on the other hand, can also be used for other tasks, so that you can log into the normal user interface of the computer with the account and potentially use all the functions of the computer (e.g. installed application software). 

Domain, mail address, mail alias

A mail address consists of a first name and a family name, separated by the "@".

This family name is also called a domain.  In the case of the Technical University of Dortmund, the domain is called tu-dortmund.de. The individual institutions (e.g. faculties) are assigned sub-domains to tu-dortmund.de, e.g. physics.tu-dortmund.de). Further alias names can be assigned to a domain through the domain name service (DNS). Only for the main domain (and only for the mail domain) tu-dortmund.de this is udo.edu, so there is no physics.udo.edu.
For reasons of continuity, the domain name uni-dortmund.de used before November 2007 can also be used instead of tu-dortmund.de.

The first name of a mail address assigned to a mail server is the user identifier. However, since this can be arbitrarily cryptic due to the restrictions of the mail server's operating system and other regulations, a mail alias is often used in addition.

A mail alias is a parallel e-mail address to an already existing mail address on a mail server (called destination address). All e-mails addressed to the alias are delivered to the destination address. The destination address must therefore exist for a mail alias to be entered.
The ITMC staff also use the term mail alias in connection with UniMail only for the "first name" of a mail address in the main domain.

Access methods (protocols) to the mailbox

When accessing the mailbox via POP (or POP3), the mails are transferred from the inbox of the mailbox to the mail programme on the retrieving computer and are usually deleted on the mail server. If the mailbox has subfolders, these are not available. If the retrieving mail programme is set in such a way that the retrieved mails are not deleted on the server, this must be done with the help of another mail programme, e.g. a webmailer. Otherwise, the mailbox on the server will become larger and larger and a blocking due to exceeding the quota can be the consequence.

When using IMAP (or IMAP4), you only get one view of your mailbox including all subfolders. Therefore, the mailbox can be accessed from several computers (or mobile phones, etc.), even simultaneously. Depending on the mail programme, you can also copy mails to your computer.

If possible, IMAP should be used.

The easiest way to access it is via the webmailer using an internet browser. The webmailer can be accessed at https://webmail.tu-dortmund.de. For more information, see "What do I need to know about the webmailer?"

If you need more functions or want to work more comfortably, you can configure the account as an IMAP account in mail programmes (e.g. Mozilla Thunderbird, Microsoft Outlook, Apple Mail, ...) on your own devices.

The recommended settings for a Unimail IMAP account are:

Inbox server:

unimail.tu-dortmund.de
port: 993
Encryption: SSL
Password: Normal

Outgoing mail server:

unimail.tu-dortmund.de
Port: 465
Encryption: SSL
Password: Normal

As user ID please use your university account (not the mail address) with the corresponding password.

The simplest option is then access via the webmailer with the help of an Internet browser. The webmailer can be accessed at https://webmail.tu-dortmund.de. For more information, see "What do I need to know about the webmailer?"

If you need more functions or want to work more comfortably, you can configure the account as an IMAP account in mail programmes (e.g. Mozilla Thunderbird, Microsoft Outlook, Apple Mail, ...) on your own devices.

The recommended settings for a mail server IMAP account are:

Incoming mail server:

postserver.tu-dortmund.de
Port: 993
Encryption: SSL
Password: Normal

Outgoing mail server:

postserver.tu-dortmund.de
Port: 465
Encryption: SSL
Password: Normal

Please use your assigned account (not the mail address) with the corresponding password as user ID.

If the auto-configuration does not work, the IMAP mailbox must be set up manually. Here you will find instructions on how to set up your Unimail mailbox for various mail programmes (for functional mailboxes on the mail server, you only need to replace unimail.tu-dortmund.de with postserver.tu-dortmund.de):

Mozilla Thunderbird

Microsoft Outlook

The following mails were sent at the end of June and in mid-July:

Guten Tag XXXXXX,

ab dem 3.8.2020 wird es Aenderungen im Anmeldeverfahren fuer Unimail und
Postserver geben. Das betrifft alle IMAP-, POP3- und SMTP-Zugaenge,
nicht aber den Webmailer und den Exchange-Server der TU Dortmund.

Kuenftig stehen fuer die Authentifizierung von Mailprogrammen bei
Unimail (unimail.tu-dortmund.de) und Postserver
(postserver.tu-dortmund.de) nur noch die Methoden PLAIN (Passwort,
normal) und LOGIN zur Verfuegung. Die Anmeldung erfolgt in jedem Fall
ueber eine verschluesselte Verbindung und ist daher sicher!

Den Log-Dateien konnten wir entnehmen, dass mindestens eines Ihrer
Mailprogramme (z.B. Mozilla Thunderbird, Microsoft Outlook, ...) noch
ein anderes Verfahren benutzt. Fuer Ihren Acount "XXXXXX" wurden
Anmeldevorgaenge mit den folgenden Protokollen und Verfahren erfasst (in
Klammern jeweils die Anzahl innerhalb des letzten Monats):

SMTP{143} IMAP{1912} // DIGEST-MD5{19} NTLM{246} PLAIN{1787} CRAM-MD5{3}

Bitte passen Sie Ihre Konfigurationen schon jetzt an. So beugen Sie
unliebsamen Ueberraschungen vor.

In den FAQs zum Thema Mail im Serviceportal finden Sie
Konfigurationsbeispiele fuer die aktuellen Versionen von Mozilla
Thunderbird und Microsoft Outlook, sowie die empfohlenen Einstellungen
fuer andere Mailprogramme.

Bei Fragen oder Problemen wenden Sie sich bitte an den Service Desk des
ITMC (telefonisch unter der Durchwahl 2444 oder per Mail an
service.itmc-dortmund.de).

Mit freundlichen Gruessen,

        Stefan Rapp

Guten Tag XXXXXX,

im August wird es Aenderungen im Anmeldeverfahren fuer Unimail und Postserver
geben. Das hat u.U. Auswirkungen auf lokal installierte Mailprogramme, die
diese Server nutzen. Der Webmailer oder Verbindungen zum Exchange-Server der
TU Dortmund sind nicht betroffen.

Der Termin wurde aus organisatorischen Gruenden auf den 10.08.2020 verschoben.

Nach bisherigen Tests passen sich die meisten Mailprogramme (z.B. Microsoft
Outlook, Apple Mail, Google Gmail) selbsttaetig an die neuen Gegebenheiten an,
so dass Sie nicht aktiv werden müssen. Eine wichtige Ausnahme stellt Mozilla
Thunderbird dar, beim dem als Authentifizierungsmethode "Passwort, normal"
eingestellt sein sollte.

Weitere Informationen zu diesem Thema und Konfigurationshinweise finden Sie im
Service-Portal nach Anmeldung unter

   IT-Dienste -> E-Mail -> FAQ

bzw. ohne Anmeldung unter

   IT-Dienste -> Unimail -> FAQ.

Bei Fragen oder Problemen wenden Sie sich bitte an den Service Desk des ITMC
(telefonisch unter der Durchwahl 2444 oder per Mail an
service.itmc@tu-dortmund.de).

Mit freundlichen Gruessen,

	Stefan Rapp


PS: Fuer Ihren Account "XXXXXX" wurden in diesem Monat folgende kuenftig
nicht mehr unterstuetzte Anmeldevorgaenge erfasst (in Klammern jeweils die
Anzahl). Die genutzten Mailprogramme werden leider nicht erfasst!

IMAP{14} SMTP{5} // NTLM{14} DIGEST-MD5{5}

Due to various enquiries and our own tests, we would like to provide comments here on various mail programmes and the effects on them (this list will continue to be added to).

The POP3 protocol is still supported, even though we do not propagate it and have not provided any configuration examples for it.

• Mozilla Thunderbird: Automatically configured accounts are set up correctly. For manually created configurations, make sure that "Password, normal" is entered as the authentication method in the server settings and SMTP server settings.

  Microsoft Outlook: Outlook automatically negotiates the authentication method between the server and the client when the connection is established. If "SPA, secure password authentication" is not activated, no action is required.

  Google Gmail (Android): Gmail automatically negotiates the authentication method between server and client when establishing a connection. Therefore, there is no need for action.

  Apple Mail, Apple iOS Mail: If the setting "Manage connection settings automatically" is activated in Mail, the authentication method is automatically negotiated between server and client when the connection is established. Therefore, no action is required. If the settings are selected manually, "Password" should be selected for authentication.

Secure connections

The ITMC only offers secure connections via SSL/TLS for UniMail and PostServer services. The logon processes and the complete data transfer are then encrypted and are thus protected from being read by outsiders.

Secure connections must be activated on the client side by setting the appropriate options (keyword: SSL, Secure Connection) (see also the configuration notes in this FAQ). The server then identifies itself to the client with a certificate (ID card) issued by a "trustworthy" authority.

Since the computer name contained in the certificate is compared with the computer name used by the client, the correct complete DNS name (here: unimail.tu-dortmund.de or postserver.tu-dortmund.de) must be entered during client configuration.

Certificates

New certificates for secure communication with our mail servers are issued at regular intervals. The certificates used are issued via the DFN-Verein (German Research Network), whose certificate has in turn been authenticated by Deutsche Telekom. This means that certificates are recognised by all current operating system/programme combinations immediately and without manual intervention.

If, contrary to expectations, this is not the case, you can import the three root certificates from TU Dortmund University, DFN-Verein and Telekom into your application (see http://www.pki.tu-dortmund.de/ ). This will then be used to trust all certificates authenticated by these certification authorities in the future.

Sending mail

To prevent the mailer from being misused by outsiders for the distribution of mass mails, mail dispatch via an external provider is only possible after successful secure login/authentication via SMTP AUTH. In any case, it is necessary to activate the login for sending mails and to activate secure SSL connections.

To use it, it is necessary that the browser accepts cookies. Otherwise, the webmailer unfortunately responds with the confusing error message that the access data entered are incorrect.

Mail forwarding and automatic reply function can be found under the "Filter" function. With this function, mails are processed immediately when they arrive at the mail server and not when a local mail programme is called up.

Configuration of the webmailer

The webmailer was already configured for use within UniMail when the UniAccount was activated.
In particular, the send/response addresses have been set correctly. If you want to make changes or enter additional mail addresses, you will find these default settings in the header under "Options" and there under "Personal Information".  There are already 2 identities configured, namely for @tu-dortmund.de and @udo.edu.

The webmailer has also already been configured for use with mail server accounts. However, only one identity is available and the field "Full name" should be edited by you. If you have requested a functional mail alias in addition to the mailbox, you must enter the mail alias as the sending and reply address after receiving the confirmation mail.

Using the webmailer

The use of the webmailer itself should be largely self-explanatory. After successful login, the folders are displayed in the left part, the various functions in the right part.
Please always end the webmailer session with the sign-out in the header on the right.

The webmailer used in the ITMC supports functions familiar from mail programmes, e.g. mail forwarding, automatic replies, address book, creation and administration of folders etc.. It cannot be used to change the password. A separate call is available for this purpose.

For security reasons, a webmailer page does not "live forever". This means that the page becomes invalid after a certain time and, for example, a mail that has been started is no longer available. For this reason, you should first formulate longer mails or mails in which you pause to think for a longer period of time with an editor or word processor and then paste the text into the corresponding window of the webmailer using "cut & paste" (mark, copy and paste).

Notes on the functions

The scope of the functions integrated in the webmailer is extended as far as possible. For example, mail forwarding and the automatic reply function were only integrated later. Therefore, you will not find these in the online help, instead there is a description of the Filter function.

Another problem is posed by newer Telekom Speedport routers. Here it may be necessary to add the SMTP server of TU-Dortmund you are using to the list of "secure mail servers".

Way out in most cases - Sciebo

The mail route for data exchange is not suitable in itself and is fraught with imponderable risks because there may be limits on mail size on the way from the sender to the recipient - even if there are no such limits at the sending and receiving server.
If there are problems with delivery due to incorrect virus classification for certain attachments or size limits, then there is the Sciebo service as an alternative. Here you can store the file you want to send. The recipient(s) will receive a notification by e-mail. More information is available on the Sciebo page.

If this method is not suitable for your purposes, please contact us.

• Mails with invalid sender addresses are rejected.
• Mails classified as spam are stored in a central spam quarantine and a daily overview mail is sent to the inbox in the event of changes, with the help of which the quarantine mails can be examined and, if necessary, released. This e-mail also states the duration of storage in the quarantine.
• In the case of mails classified as virus-infected, virus attachments are replaced by a notice text and the heading is modified. Only in the case of virus mails without attachments is the entire mail placed in a virus quarantine and a warning mail sent.

Note:
If we become aware of cases of incorrect forwarding and you do not respond to attempts to contact you, the incorrect settings for your mail account will first be administratively deleted; if necessary, this may also lead to your UniAccount being blocked.

If the mailbox is not administered for a certain period of time after you have left, the mail address and mailbox for this person can be deleted without prior backup. In this case, the mail address may be different if the affiliation is reactivated at a later date.

Structure of the mail addresses

• The mail address (mail alias) is derived from the personal name and is not freely selectable. It is assigned according to a uni-uniform pattern and in the standard case has the form

  first name.surname@tu-dortmund.de or
  first name.surname@udo.edu

• Both forms are available in parallel. It is up to you which form you use in which context. The alternative @udo.edu can be used in particular for international exchange.

• The structure itself is specified by University committees in order to realise a uniform form of mail addresses in the sense of corporate identity.

• The name components as they are available in the Student Secretariat or the Human Resources Department are used for the definition. A free input of the name parts according to one's own ideas is not permitted and not possible.
   

Furthermore, the following rules apply to the generation within the framework of the activation of the UniAccount:
 

• If the first name or surname itself consists of several components, selection options are offered.
• If the standard alias is already in use or no uniqueness can be achieved via selection options, a number is appended to the first name.
• If the name is misspelled, the displayed alias name or one of the displayed name variants should still be confirmed and the activation should be carried out to the end so that the remaining functions can be used with the UniAccount. However, the wrong email addresses should not be passed on.
  Afterwards, please arrange for your name to be corrected immediately at the Student Registration Office or the Department of Human Resources. Then proceed as described below under "Change".

Change of mail addresses

• Changes to mail addresses can only be made by the ITMC.
• If the personal name changes, e.g. due to marriage or correction of a spStudent Registration Office and/or the Department of Human Resources. After the ITMC has accepted the change, you will receive an automatically generated mail to which you must reply accordingly. If the existing alias cannot be formed from the new name, this mail will be repeated once a week. If there is no reply after a certain time, the alias will be adjusted administratively.
• In the case of a change of mail address, the previous one can remain in parallel for a limited period of time (usually 6 months) if desired, so that there is sufficient time to publicise the change.
• In justified special cases, changes to a registered mail address can be arranged via the ITMC Service Desk.

The rules for the mail addresses can be found elsewhere in this FAQ.

When deleting mails, the mails are not necessarily actually deleted. What actually happens depends on the settings of the mail programme used.
With many mail programmes - including the webmailer - mails are only moved to the trash folder according to the standard settings and only physically disappear when this folder is specifically "emptied". Since many users are not aware of this, the trash folder continues to grow. We are therefore taking this measure because we are observing a growing size of the mailboxes.

In addition, we have also noticed that users do not necessarily clean up their mailboxes on a regular basis. The available disk areas are large, but not unlimited. If the growth of mail data cannot be contained, we are forced to introduce upper limits for mailbox sizes (quotas).

The size of a mail to be sent is currently limited to 30 MB (incl. attachments).
In the webmailer, the size of attachments is limited to 8 MB per attachment for technical reasons.

Mails in the quarantine area are currently kept for 30 days.

Delete for IMAP use

The behaviour of different mail programmes with regard to deleting mails differs considerably and also depends on local settings. This applies to both the webmailer and local mail programmes.

Many mail programmes do not actually delete mails selected for deletion by the user or moved to other folders, but only mark them as deleted and/or move them to the trash (usually the corresponding IMAP folder is called "Trash").
If this folder is not cleaned up regularly, the trash will accumulate and block disk space!
To prevent this, you must empty the trash folder regularly or, depending on the mail programme, force the final deletion with an appropriate option. For example, you should compress the Mozilla/Thunderbird "folder", including the folders from which you have moved mails. The procedure for Outlook depends on the version, please inform yourself about the appropriate procedure for the version you are using.
In many cases, the final deletion can also be set as an automatic action at the end of the session!  

Delete when using the POP protocol

For the time being, we are only interested in the settings for fetching the e-mails from the server. If you have set here that the mails are to remain on the server, you must delete them later on the server with another programme, preferably the webmailer. Alternatively, many mail programmes also offer the option in the settings to automatically delete mails a few days after they have been collected or under other conditions.

Regarding the cleaning of the local mailbox files, we can only point out that you should inform yourself about your mail programme. 

Determine occupied storage space on the server

The webmailer offers a link "Folder sizes" under the display of the folders which, when selected, provides information about the disk space used, broken down by folder.

Individual mails or mailboxes are not backed up. There is therefore no possibility to restore accidentally deleted mails.